State of WashingtonWashington State Department of Transportation (WSDOT) Washington State Ferries (WSF)Merit System 1
Human ResourceManagement Report7/1/2006 – 12/31/2006
Develop Workforce
Reinforce Performance
Deploy Workforce
Plan & Align Workforce
Hire Workforce
May 3, 2007
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
2
Plan & Align Workforce
DeployWorkforce
Develop Workforce
HireWorkforce
Reinforce Performance
Articulation of managers HRM accountabilities. HR policies. Workforce planning. Job classes & salaries assigned.
Qualified candidate pools, interviews & reference checks. Job offers. Appts & per-formance monitoring.
Work assignments& requirements defined. Positive workplace environment created. Coaching, feedback, corrections.
Individual development plans. Time/ resources for training. Continuous learning environment created.
Clear performance expectations linked to orgn’al goals & measures. Regular performance appraisals. Recognition. Discipline.
Managers understand HRM accountabilities. Jobs, staffing levels, & competencies aligned with agency priorities.
Best candidate hired & reviewed during appointment period. Successful performers retained.
Workplace is safe, gives capacity to perform, & fosters productive relations. Staff know job rqmts, how they’re doing, & are supported.
Learning environment created. Employees are engaged in develop-ment opportunities & seek to learn.
Employees know how performance contributes to success of orgn. Strong performance rewarded; poor performance eliminated
Foundation is in place
to build and sustain a
productive, high
performing workforce.
The right people are in the right job at the right time.
Time & talent is used effectively. Employees are motivated & productive.
Employees have competencies for present job & career advancement
Successful perf is differentiated & strengthened. Employees are held accountable.
Employees are committed to the work they do & the goals of the organization
Productive, successful employees are retained
State has workforce depth & breadth needed for present and future success
Agencies are better enabled to successfully carry out their mission. The citizens receive efficient government services.
Outputs Initial Outcomes Intermediate Outcomes
Ultimate Outcomes
Managers’ Logic Model for Workforce Management
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
3
Standard Performance Measures
• Percent supervisors with current performance expectations for workforce management
• Management profile• Workforce planning measure (TBD)• Percent employees with current position/competencies descriptions
• Time-to-fill funded vacancies• Candidate quality• Hiring Balance (Proportion of appointment types)• Separation during review period
• Percent employees with current performance expectations• Employee survey ratings on “productive workplace” questions• Overtime usage • Sick leave usage• Non-disciplinary grievances/appeals filed and disposition (outcomes)• Safety & workers compensation claims measure (TBD)
• Percent employees with current individual development plans • Employee survey ratings on “learning & development” questions• Competency gap analysis (TBD)
• Percent employees with current performance evaluations • Employee survey ratings on “performance & accountability” questions • Disciplinary actions and reasons, disciplinary grievances/appeals filed and
disposition (outcomes)• Reward and recognition practices (TBD)
Plan & Align Workforce
DeployWorkforce
Develop Workforce
HireWorkforce
Reinforce Performance
Ultimate Outcomes
Employee survey ratings on “commitment” questions
Turnover rates and types
Turnover rate: key occupational categories
Workforce diversity profile
Retention measure (TBD)
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
4
Analysis:
During this reporting period, the agency was in transition between using the old EDPP/MDPP performance appraisal system and our new web-based competency driven Performance Management Program (PMP).
While in transition, managers using the new program are just beginning to meet with employees to review their CQ's as well as to set the expectations for which the employees will be rated.
Action Steps:
WSDOT expects complete implementation of the PMP by October 31, 2007.
During this implementation period, managers & supervisors are required to begin using the new program and setting up expectations.
As a result, at the conclusion of the transition period the percentage complete will be near 100%.
Plan & Align Workforce
Outcomes:
Managers understand
workforce management
accountabilities. Jobs and
competencies are defined
and aligned with business
priorities. Overall
foundation is in place to
build & sustain a high
performing workforce.
Performance Measures:
Percent supervisors with current performance expectations for workforce management
Management profile
Workforce Planning measure (TBD)
Percent employees with current position/ competency descriptions
Source: DOT HQ Evals Due & Recvd db and Regional HRCs
Percent WMS Managers with current performance expectations for workforce management = 49%
Total # of WMS Managers with current performance expectations for workforce management = 158
Total # of WMS Managers due for period = 320
Workforce Management Expectations
By Region: HQ UCO NWR NCR OR SWR SCR ER
WSF Prob-Trial Srv
1st & 2nd Qtr
FY07 Agency Total
Mngrs (WMS) Due 110 21 63 16 42 22 17 26 3 320
Mngrs (WMS)Received 40 5 14 16 19 21 17 26 0 158
Mngr (WMS) Completion Rate 36% 24% 22% 100% 45% 95% 100% 100% 0% 49%
•These results reflect only WMS Managers.•This data makes the assumption that expectations are reviewed and updated when performance evaluations are completed.
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
5
Plan & Align Workforce
Outcomes:
Managers understand
workforce management
accountabilities. Jobs and
competencies are defined
and aligned with business
priorities. Overall
foundation is in place to
build & sustain a high
performing workforce.
Performance Measures:
Percent supervisors with current performance expectations for workforce management
Management profile
Workforce Planning measure (TBD)
Percent employees with current position/ competency descriptions
WMS Management Type
Policy1.5%
Management93.7%
Consultant4.5%
Not Assigned0.1%
“Manager” 659“Consultant” 32“Policy” 11Not assigned 1
Source: WSDOT Classification Unit
Analysis:
DOT is responsible for the largest transportation project delivery requirement in the nation to date. The current project delivery makes use of many consultants as well as state employees. This has resulted in our management to employee ratio being a bit higher than industry average.
The definitions of positions that are designated as Manager, Consultant and Policy have been defined by the Department of Personnel. The use of the term consultant in the chart identifies a WSDOT employee that
Action Steps:
DOT will continue to closely monitor this ratio over the next six months.
Number of WMS employees = 703
Percent of agency workforce that is WMS = 11.5%
Number of all Managers* = 682
Percent of agency workforce that is Managers* = 11.1%
* Headcount in positions coded as “Manager” (includes [23] EMS and WMS)
Management Profile
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
6
Analysis:• During this reporting period, the
agency was in transition between using the old EDPP/MDPP performance appraisal system and our new web-based competency driven Performance Management Program (PMP).
• While in transition, managers using the new program are just beginning to meet with employees to review their CQ'sas well as to set the competencies for which the employees will be rated.
Action Steps:• WSDOT expects complete
implementation of the PMP by October 31, 2007.
• During this implementation period, managers & supervisors are required to begin using the new program and setting/updating position/competency descriptions.
• As a result, at the conclusion of the transition period the percentage complete will be near 100%.
Plan & Align Workforce
Outcomes:
Managers understand
workforce management
accountabilities. Jobs and
competencies are defined
and aligned with business
priorities. Overall
foundation is in place to
build & sustain a high
performing workforce.
Performance Measures:
Percent supervisors with current performance expectations for workforce management
Management profile
Workforce Planning measure (TBD)
Percent employees with current position/ competency descriptions
Source: DOT HQ Evals Due & Recvd db and Regional HRCs
Percent employees with current position/competency descriptions = 59%
Total # of employees with current position/competency descriptions* = 1686
Total # of employees* due for period = 2842
*Applies to employees in permanent positions, both WMS & GS
Current Position/Competency Descriptions
By Region: HQ UCO NWR NCR OR SWR SCR ER
WSF Prob-Trial Srv
1st & 2nd Qtr FY07
Agency Total
Due 710 87 652 150 408 252 274 287 22 2842
Received 304 44 162 150 242 246 248 287 3 1686
Completion Rate 43% 51% 25% 100% 59% 98% 91% 100% 14% 59%
•This data makes the assumption that CQ’s are reviewed and updated when performance evaluations are completed.
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
7
Time-to-fill Funded Vacancies
0
10
20
30
40
50
60
70
80
0-1021-3
041-5
061-7
081-9
0101
-110121
-130141
-150161
-170181
-190201
-210221
-230241
-250261
-270
Days
App
oint
men
ts
Time-to-fill Funded Vacancies
Average Number of Days to fill*: 66
Number of vacancies filled: 423
*Equals # of days from hiring requisition to appointment effective date
Hire Workforce
Outcomes:
Best candidates are hired
and reviewed during
appointment period. The
right people are in the right
job at the right time.
Performance Measures
Time-to-fill vacancies
Candidate quality
Hiring Balance (proportion of appointment types)
Separation during review period
Candidate Quality
Percent Number
Candidates interviewed who had competencies needed for the job [XX]% [XX]
Hiring managers who indicated they could hire best candidate [XX]% [XX]
Analysis:
The average number of days to fill has decreased from 68 to 66 days.
Action Steps:
WSDOT HR is developing a tool that will track the various steps in the hiring cycle to identify areas for improvement.
WSDOT HR will monitor the time-to-fill to note the effect of the E-Recruiting System.
Source: WSDOT Recruitment Records, HRMS BW
Not available from DOP
WSDOT AverageTime-to-fill
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
8
Types of Appointments
14
210
292
707
New HiresPromotionsTransfersExemptOther
Analysis:
Based on the rule/contract changes effective July 1, 2005, managers have been using the flexibility built into the language to recruit and hire.
WSDOT has increased its amount of new hires over the past two years.
Supervisors are using the probationary/trial service period to address employee performance before permanent status is attained.
Action Steps:
WSDOT Human Resources will continue to train managers on interview and selection best practices.
WSDOT will continue to refine its current position-specific recruiting practices. As we refine this process, probationary/trial service separations should decrease.
WSDOT HR will monitor the number/type of appointment and separation during review period to note the effect of the E-Recruiting System.
Total number of appointments = 593*Includes appointments to permanent vacant positions only; excludes reassignments“Other” = Demotions, re-employment, reversion & RIF appointments
Source: HRMS BW
Separation During Review PeriodProbationary separations - Voluntary 18
Probationary separations - Involuntary 12
Total Probationary Separations 30
Trial Service separations - Voluntary 07
Trial Service separations - Involuntary 00
Total Trial Service Separations 07
Total Separations During Review Period 37
Hire Workforce
Outcomes:
Best candidates are hired
and reviewed during
appointment period. The
right people are in the right
job at the right time.
Performance Measures
Time-to-fill vacancies
Candidate quality
Hiring Balance (proportion of appointment types)
Separation during review period
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
9
Deploy Workforce
Outcomes:
Staff know job
expectations, how they’re
doing, & are supported.
Workplace is safe, gives
capacity to perform, &
fosters productive
relations. Employee time
and talent is used
effectively. Employees are
motivated.
Performance Measures
Percent employees with current performance expectations
Employee survey ratings on “productive workplace”questions
Overtime usage
Sick leave usage
Non-disciplinary grievances/appeals filed and disposition (outcomes)
Safety and Workers Compensation (TBD)
Source: DOT HQ Evals Due & Recvd db and Regional HRCs
Analysis:• During this reporting period,
the agency was in transition between using the old EDPP/MDPP performance appraisal system and our new web-based competency driven Performance Management Program (PMP).
While in transition, managers using the new program are just beginning to meet with employees to review their CQ's as well as to set the expectations for which the employees will be rated.
Action Steps:• Complete implementation of
the PMP is expected by September/October ’07.
• During this implementation period, managers/supervisors are required to begin using the new program and setting up performance expectations.
• As a result, at the conclusion of the transition period the percentage will be near 100%.
Percent employees with current performance expectations = 59%
Total # of employees with current performance expectations* = 1686
Total # of employees* due for period = 2842
*Applies to employees in permanent positions, both WMS & General Service
Current Performance Expectations
•This data makes the assumption that performance expectations are reviewed and updated when performance evaluations are completed.
By Region: HQ UCO NWR NCR OR SWR SCR ER
WSF Prob-Trial Srv
1st & 2nd Qtr FY07
Agency Total
Due 710 87 652 150 408 252 274 287 22 2842
Received 304 44 162 150 242 246 248 287 3 1686
Completion Rate 43% 51% 25% 100% 59% 98% 91% 100% 14% 59%
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
10
Q4. I know what is expected of me at work.
Q1. I have opportunity to give input on decisions affecting my work.
Q2. I receive the information I need to do my job effectively.
Q6. I have the tools and resources I need to do my job effectively.
Q7. My supervisor treats me with dignity and respect.
Q8. My supervisor gives me ongoing feedback that helps me improve my performance.
Q9. I receive recognition for a job well done.
8% 12% 23% 32% 22% 2%
6% 10% 22% 38% 23% 1%
2%7% 19% 48% 21% 2%
2%6% 16% 54% 20% 1%
2%3% 8% 37% 47% 3%
Employee Survey “Productive Workplace” Ratings
1%3% 8% 40% 46% 1%
2%5% 15% 54% 24% 1%
4%5% 9% 26% 55% 1%
13% 16% 28% 27% 15% 1%
8% 13% 22% 30% 26% 1%
4.27
3.62
3.85
4.24
3.54
3.16
3.94
Avg
Productive Workplace Ratings
WSDOT Overall average score: 3.80
Statewide Overall average score: 3.81
Analysis:
The survey results for “Productive Workplace”are synonymous with the state averages.
These ratings should improve when the number of Performance Evaluations improves.
Action Steps:
WSDOT should continue to improve the number of performance evaluations completed in the department as noted in the previous slides pertaining to performance evaluations.
Data as of 4/25/2006Source: DOP Employee Survey
Deploy Workforce
Outcomes:
Staff know job
expectations, how they’re
doing, & are supported.
Workplace is safe, gives
capacity to perform, &
fosters productive
relations. Employee time
and talent is used
effectively. Employees are
motivated.
Performance Measures
Percent employees with current performance expectations
Employee survey ratings on “productive workplace” questions
Overtime usage
Sick leave usage
Non-disciplinary grievances/appeals filed and disposition (outcomes)
Safety and Workers Compensation (TBD)
4.28WSDOT
State
3.50
WSDOT
State
WSDOT
State 3.80
3% 8% 18% 45% 22% 3% 3.76
WSDOT
4%5% 8% 23% 57% 3%
State
4.29
WSDOT
State
7% 10% 19% 29% 33% 3%
11% 14% 24% 26% 22% 3%
3.72
3.34
WSDOT
State
WSDOT
State
Never Seldom Occasionally Usually Always No Response
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
11
Overtime Cost - WSDOT
$1,229,392
$1,171,427
$1,400,016
$1,002,958
$1,315,278
$1,083,372
Jul-06
Aug-06
Sep-06
Oct-06
Nov-06
Dec-06
Analysis:
WSDOT is currently at 6.2 hours, per capita, per month in 1st & 2nd Qtr FY 2007.
An average of 30.8% of WSDOT employees (per capita) are receiving overtime per month for 1st & 2nd Qtr FY 2007.
WSDOT overtime usage tends to be higher in the summer and winter months due to project delivery demands and snow removal season.
WSDOT’s overtime usage, in relation to sick leave usage, runs contrary to the state trends. As overtime usage rises, sick leave usage declines. Conversely, as overtime usage declines sick leave usage rises.
Action Steps:
WSDOT HR, in conjunction with our Payroll Office, will further analyze the usage of overtime for potentially negative trends by the next reporting period.
* Statewide overtime values do not include DNRSource: HRMS BW
Average Overtime (per capita) *
012345678
Jul-0
6
Aug-
06
Sep-
06
Oct-0
6
Nov-
06
Dec-
06
Aver
age
OT H
ours
Avg OT Hrs - Agency Avg OT Hrs - Statewide
% Employees Receiving Overtime *
05
101520253035
Jul-0
6
Aug-
06
Sep-
06
Oct-0
6
Nov-0
6
Dec-0
6
Perce
nt Em
ploye
es
Pct EE's w/OT - Agency Pct EE's w/OT - Statewide
Overtime UsageDeploy Workforce
Outcomes:
Staff know job
expectations, how they’re
doing, & are supported.
Workplace is safe, gives
capacity to perform, &
fosters productive
relations. Employee time
and talent is used
effectively. Employees are
motivated.
Performance Measures
Percent employees with current performance expectations
Employee survey ratings on “productive workplace”questions
Overtime usage
Sick leave usage
Non-disciplinary grievances/appeals filed and disposition (outcomes)
Safety and Workers Compensation (TBD)
*Overtime Costs displayed are based on employees in permanent, appointed, and civil service exempt positions.
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
12
Analysis:
WSDOT sick leave usage is running slightly higher than the statewide average.
However, the trend line is parallel with the statewide average.
WSDOT’s sick leave usage, in relation to overtime usage, runs contrary to the state trends. As sick leave usage rises, overtime usage declines. Conversely, as sick leave usage declines overtime usage rises.
Action Steps:
WSDOT HR, in conjunction with our Payroll Office, will further analyze the usage of sick leave for potentially negative trends by the next reporting period.
Average Sick Leave Use (per capita)
2
3
4
5
6
7
8
Jul-0
6
Aug-
06
Sep-
06
Oct-0
6
Nov-0
6
Dec-0
6
Avg H
ours
Avg Sick Leave Hrs Used - WSDOT (per capita)Avg Sick Leave Hrs Used - Statewide (per capita)
Avg Hrs SL Used, per capita –Agency
Avg Hrs SL Used, per capita –Statewide
% of SL Hrs Earned, per capita – Agency
% of SL Hrs Earned, per capita – Statewide
5.9 Hrs 6.2 Hrs 74.8% 79.8%
Avg Hrs SL Used –Agency (those who took SL)
Avg Hrs SL Used –Statewide (those who took SL)
% SL Hrs Used vsEarned – Agency (those who took SL)
% SL Hrs Used vsEarned –Statewide (those who took SL)
11.1 Hrs 11.7 Hrs 139.1% 145.8%
Sick Leave Hrs Used / Earned (per capita)
Sick Leave Hrs Used / Earned (those who took SL)
Sick Leave time period = 7/2006 through 12/2006* Statewide data does not include DOL, DOR. L&I, and LCBSource: HRMS
Sick Leave UsageDeploy Workforce
Outcomes:
Staff know job
expectations, how they’re
doing, & are supported.
Workplace is safe, gives
capacity to perform, &
fosters productive
relations. Employee time
and talent is used
effectively. Employees are
motivated.
Performance Measures
Percent employees with current performance expectations
Employee survey ratings on “productive workplace”questions
Overtime usage
Sick leave usage
Non-disciplinary grievances/appeals filed and disposition (outcomes)
Safety and Workers Compensation (TBD)
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
13
Number of Non-Disciplinary Grievances Filed
2
1
4
3
0 00
1
2
3
4
5
Jul-0
6
Aug-
06
Sep-
06
Oct-0
6
Nov-0
6
Dec-0
6
Type of Non-Disciplinary Grievances
Mgmt Rights0.0%
Bid System0.0%
Other20.0%
Non-discrim0.0%
Hiring10.0%
Overtime40.0%
Leave20.0%
Work Hours10.0%
Compensation0.0%
Non-Disciplinary Grievances (represented employees)
Total Non-Disciplinary Grievances = 10
Analysis:
Overtime and hours of work issues continue to be a source of grievances because of the complexity of the contract language and new payroll system.
Action Steps:
The department continues to train timekeepers, payroll staff, supervisors and employees on how to interpret contract language and work within the constraints of the HRMS system.
Source: WSDOT Labor Relations Office
Non-Disciplinary Grievance Disposition*(Outcomes determined during 07/06 through 12/06)
Settled/Resolved: 6
Withdrawn: 4
* There may not be a one-to-one correlation between the number of grievances filed (shown top of page) and the outcomes determined during this time period. The time lag between filing date and when a decision is rendered can cross the time periods indicated.
Deploy Workforce
Outcomes:
Staff know job
expectations, how they’re
doing, & are supported.
Workplace is safe, gives
capacity to perform, &
fosters productive
relations. Employee time
and talent is used
effectively. Employees are
motivated.
Performance Measures
Percent employees with current performance expectations
Employee survey ratings on “productive workplace”questions
Overtime usage
Sick leave usage
Non-disciplinary grievances/appeals filed and disposition (outcomes)
Safety and Workers Compensation (TBD)
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
14
Non-Disciplinary Appeals (mostly non-represented employees)
1 Rule Violation1 Job Classification2 Total outcomes withdrawn
1 Job Classification
1 Total outcomes Affirmed – Upheld Agency
Source: Dept of Personnel
Filings for DOP Director’s ReviewTime Period = 07/06 through 12/06
4 Job classification
1 Rule violation
0 Name removal from register
0 Rejection of job application
0 Remedial action
5 Total filings
Filings with Personnel Resources BoardTime Period = 07/06 through 12/06
0 Job classification
0 Other exceptions to Director Review
0 Layoff
0 Disability separation
0 Non-disciplinary separation
0 Total filings
Non-Disciplinary appeals only are shown above.
There is no one-to-one correlation between the filings shown above and the outcomes displayed in the charts below. The time lag between filing date and when a decision is rendered can cross the time periods indicated.
Deploy Workforce
Outcomes:
Staff know job
expectations, how they’re
doing, & are supported.
Workplace is safe, gives
capacity to perform, &
fosters productive
relations. Employee time
and talent is used
effectively. Employees are
motivated.
Performance Measures
Percent employees with current performance expectations
Employee survey ratings on “productive workplace”questions
Overtime usage
Sick leave usage
Non-disciplinary grievances/appeals filed and disposition (outcomes)
Safety and Workers Compensation (TBD)
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
15
Q5. I have opportunities at work to learn and grow.
Q8. My supervisor gives me ongoing feedback that helps me improve my performance.
1%3% 8% 40% 46% 1%
7% 12% 21% 30% 27% 3%
Develop Workforce
Outcomes:
A learning environment is
created. Employees are
engaged in professional
development and seek to
learn. Employees have
competencies needed for
present job and future
advancement.
Performance Measures
Percent employees with current individual development plans
Employee survey ratings on “learning & development” questions
Competency gap analysis (TBD)
AvgEmployee Survey “Learning & Development” Ratings
WSDOT Overall average score for Learning & Development Ratings: 3.63Statewide overall average score for Learning & Development Ratings: 3.66
Source: EE Survey, DOT HQ Evals Due & Recvd db and Regional HRCs
Analysis:• During this reporting period, the
agency was in transition between using the old EDPP/MDPP performance appraisal system and our new web-based competency driven Performance Management Program (PMP).
• While in transition, managers using the new program are just beginning to meet with employees to review their CQ's as well as to set the expectations for which the employees will be rated.
Action Steps:• Complete implementation of the PMP
is expected by September/October ’07.• During this implementation period,
managers/supervisors are required to begin using the new program and addressing individual development plans.
• As a result, at the conclusion of the transition period the percentage will be near 100%.
• Also, the WSDOT Staff Development Office maintains training curriculum for all job classes. Each employee can also access the Individual Recommended Training Plan that shows mandatory, statutorily required, and recommended training, as well as the status of completion. Information on completion of Mandatory & Statutorily Required training is also reported in the Gray Notebook.
Percent employees with current individual development plans = 59%
Total # of employees with current IDPs* = 1686
Total # of employees* due for period= 2842
*Applies to employees in permanent positions, both WMS & GS
Individual Development Plans
Region: HQ UCO NWR NCR OR SWR SCR ER
WSF Prob-Trial Srv
1st & 2nd Qtr FY07 Agency
Total
Due 710 87 652 150 408 252 274 287 22 2842
Received 304 44 162 150 242 246 248 287 3 1686
Completion Rate 43% 51% 25% 100% 59% 98% 91% 100% 14% 59%
3.71
3.59
WSDOT
State
7% 10% 19% 29% 33% 3%
2%3% 8% 37% 47% 3%
3.54
3.72
WSDOT
State
Never Seldom Occasionally Usually Always No Response
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
16
Reinforce Performance
Outcomes:
Employees know how their
performance contributes to
the goals of the
organization. Strong
performance is rewarded;
poor performance is
eliminated. Successful
performance is differentiated
and strengthened.
Employees are held
accountable.
Performance Measures
Percent employees with current performance evaluations
Employee survey ratings on “performance and accountability” questions
Disciplinary actions and reasons, disciplinary grievances/appeals filed and disposition (outcomes)
Reward and recognition practices (TBD)
Source: DOT HQ Evals Due & Recvd db and Regional HRCs
Analysis:• During this reporting
period, the agency was in transition between using the old EDPP/MDPP performance appraisal system and our new web-based competency driven Performance Management Program (PMP).
• While in transition, managers using the new program are just beginning to meet with employees to review their CQ's as well as to set the expectations for which the employees will be rated.
Action Steps:• Complete implementation
of the PMP is expected by September/October ’07.
• During this implementation period, managers/supervisors are required to begin using the new program and setting up employee appraisals.
• As a result, at the conclusion of the transition period the percentage will be near 100%.
Percent employees* with current performance evaluations = 59%
Total # of employees with current performance evaluations* = 1686
Total # of employees* due for period= 2842
*Applies to employees in permanent positions, both WMS & GS
Current Performance Evaluations
Region: HQ UCO NWR NCR OR SWR SCR ER
WSF Prob-Trial Srv
1st & 2nd Qtr
FY07 Agency
Total
Due 710 87 652 150 408 252 274 287 22 2842
Received 304 44 162 150 242 246 248 287 3 1686
Completion Rate 43% 51% 25% 100% 59% 98% 91% 100% 14% 59%
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
17
Analysis:
The survey results for “Performance & Accountability” are slightly lower than the state averages.
These ratings should improve when the number of Performance Evaluations improves.
Action Steps:
WSDOT should continue to improve the number of performance evaluations completed in the department as noted in the previous slides pertaining to performance evaluations.
Employee Survey “Performance & Accountability” Ratings
WSDOT overall average score for “Performance & Accountability” ratings: 3.62Statewide overall average score for “Performance & Accountability” ratings: 3.74
Q3. I know how my work contributes to the goals of my agency.
Q10. My performance evaluation provides me with meaningful information about my performance.
Q11. My supervisor holds me and my co-workers accountable for performance.
Q9. I receive recognition for a job well done.
Data as of 4/25/2006Source: DOP Employee Survey
Avg
Reinforce Performance
Outcomes:
Employees know how their
performance contributes to
the goals of the
organization. Strong
performance is rewarded;
poor performance is
eliminated. Successful
performance is differentiated
and strengthened.
Employees are held
accountable.
Performance Measures
Percent employees with current performance evaluations
Employee survey ratings on “performance and accountability” questions
Disciplinary actions and reasons, disciplinary grievances/appeals filed and disposition (outcomes)
Reward and recognition practices (TBD)
2%5% 11% 38% 42% 1%
3%5% 12% 36% 42% 3%
4.15
4.12
WSDOT
State
18% 15% 20% 28% 14% 4%
11% 13% 19% 30% 21% 6%
3.05
3.39
WSDOT
State
1%3% 8% 40% 46% 1%
3%5% 11% 33% 44% 3%
4.11
4.14
WSDOT
State
13% 16% 28% 27% 15% 1%
11% 14% 24% 26% 22% 3%
3.16
3.34
WSDOT
State
Never Seldom Occasionally Usually Always No Response
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
18
Formal Disciplinary Actions
Issues Leading to Disciplinary Action
Internet/Ethics
Poor Performance
Drug & Alcohol Policy Violations
Attendance
Violence in the Workplace Policy Violations
Safety
Neglect of Duty
Analysis:
The Department has placed a new emphasis on safety and holding employees accountable for their unsafe actions. Disciplines based on safety issues have gone up during this reporting period.
Internet and e-mail abuse continues to be the Department’s top disciplinary issue.
Managers are beginning to use performance improvement plans to track performance issues and the number of performance-based disciplines is rising.
The HRMS/BW is currently unable to identify how many actions resulted in a reduction in pay. However, WSDOT has tracked this internally and has made 11 reductions in pay for this reporting period.
Action Steps:
The Department will expand the use of performance improvement plans to address performance issues early and attempt to correct performance problems. Continued performance issues will be addressed with disciplinary action.
The Department will continue to educate employees on the proper use of state resources, in particular the use of e-mail and the internet while at work.
Source: HRMS BW
Disciplinary Action Taken
* Reduction in Pay is not currently available in HRMS/BW.
Dismissals 4
Demotions 2
Suspensions 1
Reduction in Pay* N/A
Total Disciplinary Actions* 11
Reinforce Performance
Outcomes:
Employees know how their
performance contributes to
the goals of the
organization. Strong
performance is rewarded;
poor performance is
eliminated. Successful
performance is differentiated
and strengthened.
Employees are held
accountable.
Performance Measures
Percent employees with current performance evaluations
Employee survey ratings on “performance and accountability” questions
Disciplinary actions and reasons, disciplinary grievances/appeals filed and disposition (outcomes)
Reward and recognition practices (TBD)
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
19
Disciplinary Grievances(Represented Employees)
2
11
2
7
1 002468
101214161820
Jul-0
6
Aug-
06
Sep-
06
Oct-0
6
Nov-0
6
Dec-0
6
Jan-
07
Feb-
07
Mar-0
7
Apr-0
7
May-0
7
Jun-
07
Source: WSDOT Grievance Tracking and PRB
Disposition (Outcomes) of Disciplinary Grievances
Withdrawn = 8
Modified = 8
Affirmed = 4
Remanded = 0
Reversed = 0
Dismissed = 0
Total # Disciplinary Grievances Filed: 23
There is no one-to-one correlation between the filings shown above and the outcomes displayed in the charts below. The time lag between filing date and when a decision is rendered can cross the time periods indicated.
Disciplinary Grievances and Appeals
Disciplinary Appeals(Non-Represented Employees
filed with Personnel Resources Board)
0 Dismissal
0 Demotion
0 Suspension
0 Reduction in salary
0 Total Disciplinary Appeals Filed with PRB
Reinforce Performance
Outcomes:
Employees know how their
performance contributes to
the goals of the
organization. Strong
performance is rewarded;
poor performance is
eliminated. Successful
performance is differentiated
and strengthened.
Employees are held
accountable.
Performance Measures
Percent employees with current performance evaluations
Employee survey ratings on “performance and accountability” questions
Disciplinary actions and reasons, disciplinary grievances/appeals filed and disposition (outcomes)
Reward and recognition practices (TBD)
Disposition (Outcomes) of Disciplinary Appeals
[Non-Represented Employee Outcomes with PRB]
Withdrawn = 3
Modified = 0
Affirmed = 0
Remanded = 0
Reversed = 0
Dismissed = 0
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
20
ULTIMATE OUTCOMES
Employees are committed to the work they do and the goals of the organization
Successful, productive employees are retained
The state has the workforce breadth and depth needed for present and future success
Performance Measures
Employee survey ratings on “commitment”questions
Turnover rates and types
Turnover rate: key occupational categories
Workforce diversity profile
Retention measure (TBD)
Actions & Strategies
Q3. I know how my work contributes to the goals of my agency.
Q12. I know how my agency measures its success.
Q9. I receive recognition for a job well done.
Avg
Employee Survey “Employee Commitment” Ratings
Analysis:
The survey results for “Employee Commitment” are slightly lower than the state averages.
These ratings should improve when the number of Performance Evaluations improves.
Action Steps:
WSDOT should continue to improve the number of performance evaluations completed in the department as noted in the previous slides pertaining to performance evaluations.
WSDOT overall average score for Employee Commitment ratings: 3.57Statewide overall average score for Employee Commitment ratings: 3.62
Data as of 4/25/2006Source: DOP Employee Survey
2%5% 11% 38% 42% 1%
3%5% 12% 36% 42% 3%
4.15
4.12
WSDOT
State
9% 12% 21% 37% 19% 1%
11% 13% 21% 32% 20% 3%
3.45
3.39
WSDOT
State
13% 16% 28% 27% 15% 1%
11% 14% 24% 26% 22% 3%
3.16
3.34
WSDOT
State
Never Seldom Occasionally Usually Always No Response
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
21
Permanent Employees Leaving State by Type
5 7 69
6 5
2517
23
24
715
2
4 55
6
12
1
0
5
10
15
20
25
30
35
40
Jul-0
6
Aug
-06
Sep
-06
Oct
-06
Nov
-06
Dec
-06
Turno
ver Other
DismissalResignationRetirement
Analysis:
WSDOT is currently at 3.04% turnover in a six month period.
Action Steps:
WSDOT HR will monitor the turnover rate for unexpected trends that may appear.
Source: HRMS BW
Note: Movement to another agency is currently not available in HRMS/BW
Turnover Rates
Total Turnover Actions: 175
ULTIMATE OUTCOMES
Employees are committed to the work they do and the goals of the organization
Successful, productive employees are retained
The state has the workforce breadth and depth needed for present and future success
Performance Measures
Employee survey ratings on “commitment” questions
Turnover rates and types
Turnover rate: key occupational categories
Workforce diversity profile
Retention measure (TBD)
Actions & Strategies
0.0%
0.2%
0.4%
0.6%
0.8%
1.0%
Jul Aug Sep Oct Nov Dec
All WSDOT Resignation Retirement Dismissal Other
Percent Workforce Turnover Breakdown
.62%
.47%
.63%.68%
.34%
.41%
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
22
Diversity Profile by Ethnicity - Agency
02 22 5
90
0102030405060708090
100
Blac
k
Hisp
anic
Nativ
eAm
erica
n
Asian
/Pa
cific
Islan
der
Cauc
asian
Othe
r
% E
mploy
ees
Source: HRMS BW
Agency StateFemale 26% 52%Disabled 4% 5%Vietnam Vet 7% 7%Disabled Vet 1% 2%People of color 11% 18%Persons over 40 76% 75%
Diversity Profile by Ethnicity - Statewide
05 25 6
82
0
10
20
30
40
50
60
70
80
90
Blac
k
Hisp
anic
Nativ
eAm
erica
n
Asian
/Pa
cific
Islan
der
Cauc
asian
Othe
r
% E
mploy
ees
Analysis:WSDOT needs to improve its representation of diversity in the organization.
Action Steps:Regional Managers and HR Professionals are working WSDOT’s Office of Equal Opportunity and HQ Recruitment & Retention section to increase the recruitment and hiring of diverse candidates.
Workforce Diversity Profile
Percent Age Distribution
0 0 1
57
10
13
20 20
15
7
10 0 0 1
69
15
23 24
15
6
2
0
5
10
15
20
25
30
% <
15
15-1
9
20-2
4
25-2
9
30-3
4
35-3
9
40-4
4
45-4
9
50-5
4
55-5
9
60-6
4
65 +
% E
mpl
oyee
s
All Employees (including WMS) WMS Employees Only
ULTIMATE OUTCOMES
Employees are committed to the work they do and the goals of the organization
Successful, productive employees are retained
The state has the workforce breadth and depth needed for present and future success
Performance Measures
Employee survey ratings on “commitment” questions
Turnover rates and types
Turnover rate: key occupational categories
Workforce diversity profile
Retention measure (TBD)
Actions & Strategies
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
23
ULTIMATE OUTCOMES
Employees are committed to the work they do and the goals of the organization
Successful, productive employees are retained
The state has the workforce breadth and depth needed for present and future success
Performance Measures
Employee survey ratings on “commitment” questions
Turnover rates and types
Turnover rate: key occupational categories
Workforce diversity profile
Actions & Strategies
Actions & Strategies Who Date
Performance Management - WSDOT has installed a new electronic performance management program. This program begins with supervisors ensuring that their employees have current position/competency descriptions. In addition they will know and understand their performance expectations prior to completing a performance appraisal. At the end of the rating period, the supervisor will rate the employee on the position/competency description and expectations that were established at the beginning of the rating period. WSDOT currently has seven regions/divisions who have been trained and are using the new performance management program. We are inthe process of training two additional regions and plan to have all regions/divisions trained and using the new performance management program by October 2007. The agency plans to have completed a performance appraisal on all employees in the new performance appraisal system by October 2008.
Director, Office of Human Resources
October 2008
Overtime Usage - WSDOT HR, in conjunction with our Payroll Office, will further analyze the usage of overtime for potentially negative trends by the next reporting period.
Director, Office of Human Resources
October 2007
Sick Leave Usage - WSDOT HR, in conjunction with our Payroll Office, will further analyze the usage of sick leave for potentially negative trends by the next reporting period.
Director, Office of Human Resources
October 2007
Washington State Department of TransportationData is from 7/1/2006 – 12/31/2006
24
WSDOT HR Mgmt Report Executive Summary – 1st & 2nd Qtr FY 2007Percent WMS managers with current performance expectations WSDOT has 49% (158/320) of WMS managers with WF Mgmt expectations for 1st & 2nd Qtr FY 2007.
Management profile: Percent workforce that is coded as “Manager”Percent workforce that is WMSPercent WMS that is “manager”, “policy”, “consultant”
11.1% 11.5% 93.7% manager, 1.5% policy, 4.5% consultant
Percent employees with current position descriptions WSDOT has 59% (1686/2842) of employees with position/competency descriptions for 1st & 2nd Qtr FY 2007.
Average days to fill job vacancies 66
Candidate quality ratings Data not available from DOP
Hiring balance (% types of appointments) 292 promotions, 210 new hires, 7 exempts, 70 transfers, 14 other
Percent separation during post-hire review period 6.2%
Percent employees with current performance expectations WSDOT has 59% (1686/2842) of employees with current performance expectations for 1st & 2nd Qtr FY 2007.
Employee survey “productive workforce” ratings 3.80 WSDOT average rating (1-5 scale)
Overtime usage:Average overtime hoursPercent employees receiving overtime
6.2 hours average, per capita, per month in 1st & 2nd Qtr FY 200730.8% average, per capita, per month in 1st & 2nd Qtr FY 2007
Sick leave usageAverage sick leave use per capitaAverage sick leave for just those who used sick leave
5.9 hours, per capita, per month in 1st & 2nd Qtr FY 200711.1 hours, per month in 1st & 2nd Qtr FY 2007
Number of non-disciplinary grievances filed 10 total for 1st & 2nd Qtr FY 2007
Number of non-disciplinary appeals filed 5 total for 1st & 2nd Qtr FY 2007
Percent employees with current individual training plans WSDOT has 59% (1686/2842) of employees with current individual development plans for 1st & 2nd Qtr FY 2007.
Employee survey “training & development” ratings 3.63 WSDOT average rating (1-5 scale)
Percent employees with current performance evaluations WSDOT has 59% (1686/2842) of employees with current performance evaluations for 1st & 2nd Qtr FY 2007. 4/9 regions/divisions have performance evaluations for >90% of employees.
Employee survey “performance & accountability” ratings 3.62 WSDOT average rating (1-5 scale)
Number of formal disciplinary actions taken 11
Number of disciplinary grievances/appeals filed 23 disciplinary grievances. 0 disciplinary appeals filed
Employee survey “Employee Commitment” ratings 3.57 WSDOT average rating (1-5 scale)
Statewide turnover percentages 3.04% WSDOT, leaving state service (Six month period)Ulti
mat
e O
utco
mes
•The numbers for current performance expectations, current position descriptions and current individual training plans are based on the assumption that these areas are reviewed and updated when the performance appraisal is completed.
Rei
nfor
ce
Per
form
ance
Dev
elop
W
orkf
orce
Dep
loy
Wor
kfor
ceH
ire W
orkf
orce
Pla
n &
Alig
n W
orkf
orce
State of WashingtonWashington State Department of Transportation (WSDOT)Washington State Ferries (WSF)Merit System 5
Human ResourceManagement Report07/01/06 to 12/31/06
Develop Workforce
Reinforce Performance
Deploy Workforce
Plan & Align Workforce
Hire Workforce
May 3, 2007
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
2
Plan & Align Workforce
DeployWorkforce
Develop Workforce
HireWorkforce
Reinforce Performance
Articulation of managers HRM accountabilities. HR policies. Workforce planning. Job classes & salaries assigned.
Qualified candidate pools, interviews & reference checks. Job offers. Appts & per-formance monitoring.
Work assignments& requirements defined. Positive workplace environment created. Coaching, feedback, corrections.
Individual development plans. Time/ resources for training. Continuous learning environment created.
Clear performance expectations linked to orgn’al goals & measures. Regular performance appraisals. Recognition. Discipline.
Managers understand HRM accountabilities. Jobs, staffing levels, & competencies aligned with agency priorities.
Best candidate hired & reviewed during appointment period. Successful performers retained.
Workplace is safe, gives capacity to perform, & fosters productive relations. Staff know job rqmts, how they’re doing, & are supported.
Learning environment created. Employees are engaged in develop-ment opportunities & seek to learn.
Employees know how performance contributes to success of orgn. Strong performance rewarded; poor performance eliminated
Foundation is in place
to build and sustain a
productive, high
performing workforce.
The right people are in the right job at the right time.
Time & talent is used effectively. Employees are motivated & productive.
Employees have competencies for present job & career advancement
Successful perf is differentiated & strengthened. Employees are held accountable.
Employees are committed to the work they do & the goals of the organization
Productive, successful employees are retained
State has workforce depth & breadth needed for present and future success
Agencies are better enabled to successfully carry out their mission. The citizens receive efficient government services.
Outputs Initial Outcomes Intermediate Outcomes
Ultimate Outcomes
Managers’ Logic Model for Workforce Management
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
3
Standard Performance Measures
• Percent supervisors with current performance expectations for workforce management
• Management profile• Workforce planning measure (TBD)• Percent employees with current position/competencies descriptions
• Time-to-fill funded vacancies• Candidate quality• Hiring Balance (Proportion of appointment types)• Separation during review period
• Percent employees with current performance expectations• Employee survey ratings on “productive workplace” questions• Overtime usage • Sick leave usage• Non-disciplinary grievances/appeals filed and disposition (outcomes)• Safety & workers compensation claims measure (TBD)
• Percent employees with current individual development plans • Employee survey ratings on “learning & development” questions• Competency gap analysis (TBD)
• Percent employees with current performance evaluations • Employee survey ratings on “performance & accountability” questions • Disciplinary actions and reasons, disciplinary grievances/appeals filed and
disposition (outcomes)• Reward and recognition practices (TBD)
Plan & Align Workforce
DeployWorkforce
Develop Workforce
HireWorkforce
Reinforce Performance
Ultimate Outcomes
Employee survey ratings on “commitment” questions
Turnover rates and types
Turnover rate: key occupational categories
Workforce diversity profile
Retention measure (TBD)
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
4
Plan & Align Workforce
Outcomes:
Managers understand
workforce management
accountabilities. Jobs and
competencies are defined
and aligned with business
priorities. Overall
foundation is in place to
build & sustain a high
performing workforce.
Performance Measures:
Percent supervisors with current performance expectations for workforce management
Management profile
Workforce Planning measure (TBD)
Percent employees with current position/ competency descriptions
Data as of 12/31/06Source for data: HRMS, Org ChartsSource for performance appraisal equivalents information: Operating Departments; Communications Department; HR Department Records; Safety Management System (SMS), Automated Operating Support System (AOSS) Dispatch System.
Percent supervisors with current performance expectations for workforce management = 100%
Total # of supervisors with current performance expectations forworkforce management = 179
Total # of supervisors = 179
Workforce Management Expectations
Only FASPAA, MEBA Licensed, MM&P, and Metal Trades Collective Bargaining Units (CBU’s) have Supervisory positions:FASPAA: Terminal Supervisor; MEBA Licensed: Staff Chief Engineer, Chief Engineer; MM&P: Staff Master, Master; Metal Trades: General Forman
Analysis:The methods which are utilized are adequate for communication expectations
However, whether the methods utilized, in the frequency utilized, are sustained adequately, needs to be tracked
Action Steps:
Line HR Representatives assigned to Deck, Vessel Preservation & Maintenance, and Terminals will track the frequency of use of a sampling of areas over the next six months to help determine sustainabilityPerformance Expectations
Functional Equivalents:New Hire OrientationTracking and Publication of WSF System Wide MetricsQuick NoticesFleet FocusesWeekly Meeting with StaffStaff Master, Staff Chief MeetingsAttendance Records (quarterly reports)Safety Meetings & RecordsTraining RecordsSafety Management System (SMS) (including annual internal audits)Bi-Monthly Training log“Initial Vessel Familiarization” for licensed deck personnel“Detailed Vessel Familiarization List” for specified deck personnel“Performance notifications”“Performance Log” for terminals employees
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
5
Plan & Align Workforce
Outcomes:
Managers understand
workforce management
accountabilities. Jobs and
competencies are defined
and aligned with business
priorities. Overall
foundation is in place to
build & sustain a high
performing workforce.
Performance Measures:
Percent supervisors with current performance expectations for workforce management
Management profile
Workforce Planning measure (TBD)
Percent employees with current position/ competency descriptions
Management Profile
Data as of 12/31/06Source: HRMS, Organization Charts
Number of WMS employees = 0
Percent of agency (Merit 5) workforce that is WMS = 0%
Number of all Managers = 0
Percent of agency (Merit 5) workforce that is Managers* = 0%
* Headcount in positions coded as “Manager” (includes EMS, WMS, and GS)
Analysis:There are no “Manager” positions (EMS, WMS, GS) in Merit 5
All management oversight of Merit 5 employees is performed exclusively by Merit 1 employees
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
6
Plan & Align Workforce
Outcomes:
Managers understand
workforce management
accountabilities. Jobs and
competencies are defined
and aligned with business
priorities. Overall
foundation is in place to
build & sustain a high
performing workforce.
Performance Measures:
Percent supervisors with current performance expectations for workforce management
Management profile
Workforce Planning measure (TBD)
Percent employees with current position/ competency descriptions
Percent employees with current position/competency descriptions = 100%
Total # of employees with current position/competency descriptions as of 12/31/06 = 1,634
Total # of employees as of 12/31/06 = 1,634
Current Position/Competency Descriptions
Data as of 12/31/06Source for data: HRMSSource for all descriptions: Operating & HR Departments; Safety Management System (SMS), Collective Bargaining Agreements (CBA’s)
Job Descriptions are Available in the following Formats:
Position Descriptions (including Essential Job Functions)
Classification Questionnaires
Safety Management System Documents
Collective Bargaining Agreement Language
Analysis:• We have adequate numbers/methods of
job descriptions (at least two per position in each of nine collective bargaining units)
Action Steps:• Line HR Representatives will determine
last updates of each job description and method by which they are updated and make determination as to whether frequency is adequate, and whether it is sustainable
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
7
Time-to-fill Funded Vacancies
July 1, 2006 – December 31, 2006
Average Number of Days to fill*: 20.23
Number of vacancies filled: 125
*Equals # of days from job posting/advertisement (or equivalent) to start date
Hire Workforce
Outcomes:
Best candidates are hired
and reviewed during
appointment period. The
right people are in the right
job at the right time.
Performance Measures
Time-to-fill vacancies
Candidate quality
Hiring Balance (proportion of appointment types)
Separation during review period
Data as of 12/31/06Source: WSF HR Department Recruiting Function Records
Analysis:• Time-to-fill depends primarily upon bid timing process
for each bargaining unit
• Numbers for first six months of fiscal year is weighted toward internal bids
• Number for second six months of fiscal year will likely be weighed toward external hires, so time to fill is expected to be much higher time-to-fill number
• Office jobs are 80+ days
• Recent realignment of HR department to assign HR generalists for each work group may help reduce the time to fill number
Action Steps:• Will assign HRC-Recruiting to analyze data to track: 1)
internal, 2) external, and 3) combined numbers, for better analysis
• Will assign to the HQ Office HR Manager to analyze and develop plan to track office separately and develop plan to lower these numbers. Will analyze whether “start on 1st or 16th of month only” has affected/will affect the numbers
• A “Recruiting Plan” template will be developed by the HRC-Recruiting to be utilized as a base to develop written recruiting plans for office positions; more management/professional input will be gained for sourcing and screening ideas. In use by 07/01/07
• Labor Relations Manager will analyze numbers bargaining unit-by-bargaining unit by 10/01/07. Example: eliminating IBU closed shop on 07/01/07 could reduce their number; however, continuing to have a MEBA closed shop will help to maintain their low number
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
8
Types of Appointments
8
19
34 111New Hires
Promotions
Transfers
Exempt
Other
Total number of appointments = 172Time period = 7/06 through 12/06Includes appointments to permanent vacant positions; also permanent transfers to vacant positions through the bidding process.“Other” = Demotions, re-employment, reversion & RIF appointments
Separation During Review PeriodProbationary separations - Voluntary 9
Probationary separations - Involuntary 8
Total Probationary Separations 17
Trial Service separations - Voluntary 0
Trial Service separations - Involuntary 0
Total Trial Service Separations 0
Total Separations During Review Period 17
Time period = 7/06 through 12/06
Hire Workforce
Outcomes:
Best candidates are hired
and reviewed during
appointment period. The
right people are in the right
job at the right time.
Performance Measures
Time-to-fill vacancies
Candidate quality
Hiring Balance (proportion of appointment types)
Separation during review period
Data as of 12/31/06Source: ACCESS Reports, AOSS
Analysis:• WSF has no preconceived belief that the “mix”
of types of appointments should be different then the current “mix”
• WSF HR recently began to distribute, once per month, a “Probationary Employee Status Chart”, to ensure visibility to directors of the status of probationary employees, highlighting when they will complete probation. We need to track to see if this may actually raise the “involuntary” separation numbers of employees during their probationary periods
Action Steps:• Line HR Representatives will analyze detail of
the 17 probationary separations in this document by 07/01/07. With the HR Director, will develop action plan by 10/01/07, if they determine action plan needed beyond current action being taken
• Task force being developed by HR Director to examine options, including financial aspects and legal issues of “on call” positions. If eventually move to a “guaranteed minimum hours of work” system, may help to reduce overtime by having more readily available employees. Goal to have recommendations made and decision made on an action plan by 12/31/07
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
9
Deploy Workforce
Outcomes:
Staff know job
expectations, how they’re
doing, & are supported.
Workplace is safe, gives
capacity to perform, &
fosters productive
relations. Employee time
and talent is used
effectively. Employees are
motivated.
Performance Measures
Percent employees with current performance expectations
Employee survey ratings on “productive workplace”questions
Overtime usage
Sick leave usage
Non-disciplinary grievances/appeals filed and disposition (outcomes)
Safety and Workers Compensation (TBD)
Percent employees with current performance expectations = 100%
Total # of employees with current performance expectations as of12/31/06 = 1,634
Total # of employees as of 12/31/06 = 1,634
Current Performance Expectations
Analysis:The methods which are utilized are adequate for communication expectations
However, whether the methods utilized, in the frequency utilized, are sustained adequately, needs the be tracked
Action Steps:Line HR Representatives assigned to Deck, Vessel Preservation & Maintenance, and Terminals will track the frequency of use of a sampling of areas over the next six months to help determine sustainability
Data as of 12/31/06Source for data: HRMS, Org ChartsSource for performance appraisal equivalents information: Operating Departments; Communications Department; HR Department Records; Safety Management System (SMS), Automated Operating Support System (AOSS) Dispatch System.
Performance ExpectationsFunctional Equivalents:
New Hire OrientationTracking and Publication of WSF System Wide MetricsQuick NoticesFleet FocusesWeekly Meeting with StaffStaff Master, Staff Chief MeetingsAttendance Records (quarterly reports)Safety Meetings & RecordsTraining RecordsSafety Management System (SMS) (including annual internal audits)Bi-Monthly Training log“Initial Vessel Familiarization” for licensed deck personnel“Detailed Vessel Familiarization List” for specified deck personnel“Performance Notifications”“Performance Log” for terminals employees
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
10
Employee Survey “Productive Workplace” Ratings
Data as of 12/31/06Source: HQ HR Department
Deploy Workforce
Outcomes:
Staff know job
expectations, how they’re
doing, & are supported.
Workplace is safe, gives
capacity to perform, &
fosters productive
relations. Employee time
and talent is used
effectively. Employees are
motivated.
Performance Measures
Percent employees with current performance expectations
Employee survey ratings on “productive workplace” questions
Overtime usage
Sick leave usage
Non-disciplinary grievances/appeals filed and disposition (outcomes)
Safety and Workers Compensation (TBD)
4) I know what is expected of me at work.
1) I have the opportunity to give input on decisions affecting my work.
2) I receive the information I need to do my job effectively.
6) I have the tools and resources I need to do my job effectively.
7) My supervisor treats me with dignity and respect.
8) My supervisor gives me ongoing feedback that helps me improve my performance.
9) I receive recognition for a job well done. 13%
8%
4%
2%
2%
6%
1%
16%
13%
5%
5%
6%
10%
3%
28%
22%
9%
15%
16%
22%
8%
27%
30%
26%
54%
54%
38%
40%
15%
26%
55%
24%
20%
23%
46%
1%
1%
1%
1%
1%
1%
1%
Q9
Q8
Q7
Q6
Q2
Q1
Q4
Never/Almost Never SeldomOccasionally UsuallyAlways/Almost Always No Response
Analysis:Need to determine what WSDOT is doing for Merit 1, since survey results are combined Merit 1 and Merit 5, and action plan presumably addresses all
Action Steps:Action steps identified in other areas (e.g. “Workforce Management Expectations”, “Current Position/Competency Descriptions”, “Current Performance Expectations”), “Non-Disciplinary Grievances”, “Individual Development Plans”, and “Turnover Rates”) should all be factors in potentially improving these numbers
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
11
Overtime Usage (July 1, 2007 – December 31, 2007)Deploy
Workforce
Outcomes:
Staff know job
expectations, how they’re
doing, & are supported.
Workplace is safe, gives
capacity to perform, &
fosters productive
relations. Employee time
and talent is used
effectively. Employees are
motivated.
Performance Measures
Percent employees with current performance expectations
Employee survey ratings on “productive workplace”questions
Overtime usage
Sick leave usage
Non-disciplinary grievances/appeals filed and disposition (outcomes)
Safety and Workers Compensation (TBD)
Data as of 12/31/06Source: HRMS; WSF IT; Payroll Records
Analysis:Collected Merit 5 overtime data from IT, by quarter, for FY 2007 – First Half, and created Excel spreadsheet to calculate the averages
Note: 100% of Merit 5 employees are eligible for overtime, therefore “% of employees receiving overtime” may not be an appropriate comparator between Merit 5 and other agencies
December winter storm boosted overtime usage, due to shift work
Average Overtime Hours (per capita)
% Employees Receiving Overtime* (per capita)
88 85 87 85 86 87
19.121.415.619.815.419.40
102030405060708090
100
July 06 Aug 06 Sep 06 Oct 06 Nov 06 Dec 06
Perc
ent E
mplo
yees
WSF State
Overtime Cost – WSF Merit 5
502,068.08
611,959.48609,475.92
426,037.14
504,308.61
698,636.07
0.00
100,000.00
200,000.00
300,000.00
400,000.00
500,000.00
600,000.00
700,000.00
800,000.00
Jul-06 Aug-06 Sep-06 Oct-06 Nov-06 Dec-06
29.3527.5428.4823.9519.58 17.80
3.585.212.73.863.053.55
05
10152025303540
July 06 Aug 06 Sep 06 Oct 06 Nov 06 Dec 06Av
erag
e OT
Hour
s
WSF State
Action Steps:Payroll Manager, with support of Labor Relations Manager and Line HR Representatives, will research, obtain more detailed data, and then analyze further, concentrating on two areas: 1) Breaking down overtime to reflect overtime not directly related to a particular shift issue (e.g. vessel realignments, training assignments), or that are directly related to a particular shift issue (e.g. shift employee covering for an employee who calls in sick), 2) Periodic unpaid time off at request of employees (e.g. in lieu of sick day when calling in sick). Preliminary work to be completed by 09/01/07
Other steps are being taken (details mentioned on other pages of report) to address: 1) Negotiations with the IBU on methodology/process used for dispatch of employees in the IBU, 2) Task force being developed to examine options, including financial aspects and legal issues of “on call” positions. If eventually move to a “guaranteed minimum hours of work” system, may help to reduce overtime by having more readily available employees
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
12
Sick Leave Hrs Used / Earned (per capita)
Sick Leave Hrs Used / Earned (those who took SL)
Sick Leave time period = 07/06 through 12/06
Sick Leave Usage (FY2007 - First Six Months)Deploy
Workforce
Outcomes:
Staff know job
expectations, how they’re
doing, & are supported.
Workplace is safe, gives
capacity to perform, &
fosters productive
relations. Employee time
and talent is used
effectively. Employees are
motivated.
Performance Measures
Percent employees with current performance expectations
Employee survey ratings on “productive workplace”questions
Overtime usage
Sick leave usage
Non-disciplinary grievances/appeals filed and disposition (outcomes)
Safety and Workers Compensation (TBD)
Average WSF Merit 5 Sick Leave Use (per capita)
6.37.3 7.03 7.1
0
2
4
6
8
10
July 06 Aug 06 Sep 06 Oct 06 Nov 06 Dec 06
Hour
s
WSF State
6.25 5.9
5.5 6.4 5.8
6.96.0
6.5
Source: Payroll; HRMS & IT Records
Analysis:Collected Merit 5 data from HRMS by quarter from 07/01/06 to 12/31/06 and created Excel spreadsheet to calculate the averages
Note: On Jones Act injuries, employees can utilize full sick days in addition to maintenance payments. L & I employees will only use sick days to fill in “gap” between their L & I partial wages payment and full salary. May skew numbers higher for Merit 5
Note: New IBU employees in “on call” status do not earn sick days until they have worked 1,040 hours. May skew numbers lower for Merit 5
Action Steps:Payroll Manager, with support of Labor Relations Manager and Line HR Representatives, will research, obtain more detailed data, and then analyze further, concentrating on the “periodic unpaid time off at request of employee” issue to see if any impact on these numbers as well as breaking down data by bargaining unit and area. Preliminary work to be completed by 09/01/07
Other steps are being taken (details mentioned on other pages of report) to address: 1) Negotiations with the IBU on methodology/process used for dispatch of employees in the IBU, 2) Task force being developed to examine options, including financial aspects and legal issues of “on call” positions. If eventually move to a “guaranteed minimum hours of work” system, may help to reduce sick leave usage by having more readily available employees
Negotiated new leaves policy into most CBA’s. This may ultimately positively affect numbers. Employee Risk Management/HR Services Manager and Labor Relations Manager must complete full implementation (updating, communicating, supervisory education, dissemination, etc.) by 07/01/07
Avg Hrs SL Used, per capita –Agency
Avg Hrs SL Used, per capita –Statewide
% of SL Hrs Earned, per capita – Agency
% of SL Hrs Earned, per capita – Statewide
6.65 Hrs 6.2 Hrs 87% 79.8%
Avg Hrs SL Used –Agency (those who took SL)
Avg Hrs SL Used –Statewide (those who took SL)
% SL Hrs Used vsEarned – Agency (those who took SL)
% SL Hrs Used vs Earned –Statewide (those who took SL)
17.12 Hrs 11.7 Hrs 108% 145.8%
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
13
Number of Non-Disciplinary Grievances Filed
0
85 6
84
0
5
10
15
20
25
30
Jul-0
6
Aug-
06
Sep-
06
Oct-0
6
Nov-0
6
Dec-0
6
Type of Non-Disciplinary GrievancesCompensation
25.81%
Work Hours3.23%
Other 51.61%
Overtime 9.68%
Hiring 0.00%
Non-discrim 3.23%
Leave 6.45%
Bid System 0.00%
Mgmt Rights 0.00%
Non-Disciplinary Grievances (Represented Employees)
FY 2007 First Six Months
Total Non-Disciplinary Grievances = 31
* There may not be a one-to-one correlation between the number of grievances filed (shown top of page) and the outcomes determinedduring this time period. The time lag between filing date and when a decision is rendered can cross the time periods indicated.
Deploy Workforce
Outcomes:
Staff know job
expectations, how they’re
doing, & are supported.
Workplace is safe, gives
capacity to perform, &
fosters productive
relations. Employee time
and talent is used
effectively. Employees are
motivated.
Performance Measures
Percent employees with current performance expectations
Employee survey ratings on “productive workplace”questions
Overtime usage
Sick leave usage
Non-disciplinary grievances/appeals filed and disposition (outcomes)
Safety and Workers Compensation (TBD)
Data as of 12/31/06Source: WSF Labor Relations section of WSF HR Department, Grievance Logs
Disposition (Outcomes) of Non-Disciplinary Grievances
Time period = 07/01/06 through 12/31/06
Settled/Resolved: 6
Withdrawn: 3
Denied: 22
Denied, MEC/Private Arbiter Resolution: 7
Pending: 6
Withdrawn: 0
Settled: 1
WSF won: 0
WSF lost: 0
Analysis:WSF currently tracks and reports on the progress of every Merit 5 alleged contract violation and disciplinary grievance, resulting from management disciplinary action, from initial filing of the grievance through final resolution which would involve an ultimate appeal in an arbitration decision
Action Steps:LRO will be implementing a statewide grievance tracking system which WSF will adopt when it is fully implemented- bugs need to be worked out for CBU’s that are different than state-wide ones. Until the above occurs, WSF will maintain its current system of monitoring the progress of grievances. Goal for use of system by 07/01/07, but dependent upon employees outside WSF/WSDOT
WSF has developed a “Labor/Employee Relations Strategy Framework”to spend more time/effort on non-adversarial/proactive activities. Labor Relations Manager will track and analyze whether this will help us sustain some of the successes we have had over the past 2+ years in grievances and unfair labor practice filings and labor relations climate
We will keep doing the work we have been doing to build on the success that we have had to sustain our positive momentum
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
14
Director's Review Outcomes
Reversed13%
Withdrawn29%
Modified3%
Affirmed51%
No Jurisdiction
4%
PRB/PAB Outcomes
Affirmed42%
Modified2%
Withdrawn47%
Reversed2%
Remanded0%
Dismissed7%
Total outcomes = [XX]Time Period = [mm/yy] through [mm/yy]
Total outcomes = [XX]Time Period = [mm/yy] through [mm/yy]
Source: Dept of Personnel
Filings for DOP Director’s ReviewTime Period = [mm/yy] through [mm/yy]
[XX] Job classification
[XX] Rule violation
[XX] Name removal from register
[XX] Rejection of job application
[XX] Remedial action
[XX] Total filings
Filings with Personnel Resources BoardTime Period = [mm/yy] through [mm/yy]
[XX] Job classification
[XX] Other exceptions to Director Review
[XX] Layoff
[XX] Disability separation
[XX] Non-disciplinary separation
[XX] Total filings
Non-Disciplinary appeals only are shown above.
There is no one-to-one correlation between the filings shown above and the outcomes displayed in the charts below. The time lag between filing date and when a decision is rendered can cross the time periods indicated.
Deploy Workforce
Outcomes:
Staff know job
expectations, how they’re
doing, & are supported.
Workplace is safe, gives
capacity to perform, &
fosters productive
relations. Employee time
and talent is used
effectively. Employees are
motivated.
Performance Measures
Percent employees with current performance expectations
Employee survey ratings on “productive workplace”questions
Overtime usage
Sick leave usage
Non-disciplinary grievances/appeals filed and disposition (outcomes)
Safety and Workers Compensation (TBD)
Non-Disciplinary Appeals (mostly non-represented employees)
NOT APPLICABLE
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
15
Develop Workforce
Outcomes:
A learning environment is
created. Employees are
engaged in professional
development and seek to
learn. Employees have
competencies needed for
present job and future
advancement.
Performance Measures
Percent employees with current individual development plans
Employee survey ratings on “learning & development” questions
Competency gap analysis (TBD)
Percent employees with current individual development plans = 100%
Total # of employees with current IDP’s as of 12/31/06 = 1,634
Total # of employees as of 12/31/06 = 1,634
Individual Development Plans
Analysis:Determined what processes and measures are in place in order for a WSF Merit 5 employee to be able to identify a development plan; determined what is needed for a WSF Merit 5 employee to advance in his/her area
Development plans exist for positions in each of the nine CBU’s
WSF Merit 5 employees make career advancements primarily through seniority and by training and certifications (e.g. USCG)
OPEIU employees receive individual development plans as a result of their performance appraisals
Action Steps:Although development plans exist for individual jobs, need to evaluate how well these are communicated to individual employees. Line HR Representatives will develop an informal methodology to do this, to be used on an immediate basis for their Vessel, Terminal, Eagle Harbor visits
Training & Development Manager is leading his department in developing “One Sheeters”on steps necessary for employees to take to advance to the next level, for use aboard vessels and in terminals, expected by 08/01/07. Line HR Representatives are developing a “Tick List” of what should be aboard vessels and in terminals, which will include these “One Sheeters”. They will monitor use
Data as of 12/31/06Source: Operations Departments; Training Department Office; Collective Bargaining Agreements (CBA’s)
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
16
Reinforce Performance
Outcomes:
Employees know how their
performance contributes to
the goals of the
organization. Strong
performance is rewarded;
poor performance is
eliminated. Successful
performance is differentiated
and strengthened.
Employees are held
accountable.
Performance Measures
Percent employees with current performance evaluations
Employee survey ratings on “performance and accountability” questions
Disciplinary actions and reasons, disciplinary grievances/appeals filed and disposition (outcomes)
Reward and recognition practices (TBD)
Data as of 12/31/06Source: HR Services Tracking
Performance Evaluations as of 12/31/06Percent employees with current
performance evaluations as of 12/31/06
OPEIU 6.8%
Probationary 34%
Sellers 100%
All Others N/A
Total # of OPEIU employees = 59
Total # of OPEIU employees with current performance evaluations = 4
Total # of Merit 5 Probationary employees = 53
Total # of Merit 5 Probationary employees with current performance evaluations = 18
Total # of Sellers = 201
Total # of Sellers with current performance evaluations = 201
Analysis:The only Merit 5 employees who we can legally do a full official performance evaluation on are the members of the OPEIU Collective Bargaining Unit
We are allowed to do performance appraisals on the sales performance aspects of the sellers at the terminals, on a continuing basis
We are also allowed to do full performance appraisals on Probationary employees
The percents indicated are the total of OPEIU, Sellers, or probationary employees who have a completed performance evaluation within 07/01/06 and 12/31/06
Conditions:The OPEIU CBA allows a performance evaluation to be given and therefore WSF is continuing to process these evaluations as we are for Merit 1 employees
Metal Trades have performed performance evaluations in the past but a moratorium through 6/09 has been placed on the practice by agreement between the LRO and Metal Trades CBU
The remaining seven CBU’s are silent on performance evaluations, therefore may not be performed as a term and condition of employment unless negotiated into each CBA. Probationary employees do not fall under the CBA in this aspect. There has been a past practice of doing the performance evaluation of the sellers on a quarterly basis
Action Steps:OPEIU members due a performance appraisal are listed on “Due” sheets handed out at director meetings once per month. This is a new practice. HR Director will publish and monitor results from this point on
Probationary employees due a performance appraisal are listed on “Probationary” sheets handed out at director meetings once per month. This is a new practice. HR Director will publish and monitor results from this point on
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
17
Employee Survey “Performance & Accountability” Ratings
Data as of 12/31/06Source: HQ HR Department
Reinforce Performance
Outcomes:
Employees know how their
performance contributes to
the goals of the
organization. Strong
performance is rewarded;
poor performance is
eliminated. Successful
performance is differentiated
and strengthened.
Employees are held
accountable.
Performance Measures
Percent employees with current performance evaluations
Employee survey ratings on “performance and accountability” questions
Disciplinary actions and reasons, disciplinary grievances/appeals filed and disposition (outcomes)
Reward and recognition practices (TBD)
3%
18%
13%
2%
5%
15%
16%
5%
10%
20%
28%
11%
38%
28%
27%
38%
42%
14%
15%
42%
1%
4%
1%
1%
Q11
Q10
Q9
Q3
Never/Almost Never SeldomOccasionally UsuallyAlways/Almost Always No Response
3) I know how my work contributes to the goals of my agency.
9) I receive recognition for a job well done.
10) My performance evaluation provides me with meaningful information about my performance.
11) My supervisor holds me and my co-workers accountable for performance.
Analysis:Majority of Merit 5 employees do not receive a formal performance appraisal, therefore, #10 results will be difficult to move up for this group
Need to determine what WSDOT is doing for Merit 1, since survey results are combined Merit 1 and Merit 5, and action plan presumably addresses all
Action Steps:Action steps identified in other areas (e.g. “Workforce Management Expectations”, “Current Position/Competency Descriptions”, “Current Performance Expectations”), “Non-Disciplinary Grievances”, “Individual Development Plans”, and “Turnover Rates”) should all be factors in potentially improving these numbers
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
18
Formal Disciplinary Actions
Disciplinary Action TakenTime period = 7/1/06 through 12/31/06
* Reduction in pay data is not currently available in HRMS/BW.
Dismissals 11
Demotions 0
Suspensions 6
Reduction in Pay* 0
Total Disciplinary Actions* 17
Reinforce Performance
Outcomes:
Employees know how their
performance contributes to
the goals of the
organization. Strong
performance is rewarded;
poor performance is
eliminated. Successful
performance is differentiated
and strengthened.
Employees are held
accountable.
Performance Measures
Percent employees with current performance evaluations
Employee survey ratings on “performance and accountability” questions
Disciplinary actions and reasons, disciplinary grievances/appeals filed and disposition (outcomes)
Reward and recognition practices (TBD)
Analysis:Determined the method for tracking Merit 5 Grievances, Appeals and Disciplinary Actions at WSF
WSF HR Labor Relations department tracks and reports on the condition of every Merit 5 grievance, appeal and disciplinary action from inception to finalization
As we are now enforcing, or will enforce newly negotiated provisions in collective bargaining agreements effective at beginning of the present or next fiscal year, the number of formal disciplinary actions may actually rise –however, we at least we do not expect any reduction in formal disciplinary actions in the foreseeable future
Action Steps:Labor Relations Manager will compile and analyze more detailed information for the 17 disciplinary actions (e.g. was discipline for, CBU) by 07/01/07. Action plan will be developed, if warranted
Continue to support Operations and Maintenance Departments, along with others, in processing employee discipline – this needs to be recognized as a cultural change at WSF for less than major issues
WSF will adopt the LRO Statewide tracking system in July of 2007, or soon as “bugs” are worked out if after that date
Issues Leading to Disciplinary Action
•Attendance
•Code of Conduct
•Performance
Data as of 12/31/06Source: WSF Labor Relations section of WSF HR Department, Discipline Log
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
19
Disciplinary Grievances(Represented Employees)
Dismissed5%
Remanded0%
Reversed1%
Withdrawn68%
Modified3%
Affirmed23%
1 1 0 0 0
3
02468
101214161820
Jul-0
6
Aug-
06
Sep-
06
Oct-0
6
Nov-0
6
Dec-0
6
Total # Disciplinary Grievances Filed: 5
Disposition (Outcomes) of Disciplinary Appeals*
NOT APPLICABLE
Time period = [mm/yy] through [mm/yy]
There is no one-to-one correlation between the filings shown above and the outcomes displayed in the charts below. The time lag between filing date and when a decision is rendered can cross the time periods indicated.
Disciplinary Appeals(Non-Represented Employees
filed with Personnel Resources Board)
NOTAPPLICABLE
Time Period = [mm/yy] through [mm/yy]
[XX] Dismissal
[XX] Demotion
[XX] Suspension
[XX] Reduction in salary
[XX] Total Disciplinary Appeals Filed with PRB
Reinforce Performance
Outcomes:
Employees know how their
performance contributes to
the goals of the
organization. Strong
performance is rewarded;
poor performance is
eliminated. Successful
performance is differentiated
and strengthened.
Employees are held
accountable.
Performance Measures
Percent employees with current performance evaluations
Employee survey ratings on “performance and accountability” questions
Disciplinary actions and reasons, disciplinary grievances/appeals filed and disposition (outcomes)
Reward and recognition practices (TBD)
*Outcomes issues by Personnel Resources Board
Disciplinary Grievances and Appeals
Data as of 12/31/06Source: WSF Labor Relations section of WSF HR Department, Grievance LogNote: WSF will be utilizing statewide grievance tracking system, as soon as some “bugs” in system are worked out to reconcile with process for non-statewide unions
Disposition (Outcomes) of Disciplinary Grievances
Time period = 07/01/06 through 12/31/06
Settled/Resolved: 0
Withdrawn: 1
Denied: 4
Denied, went to MEC/Private Arbiter for Resolution: 1
Pending: 0
Withdrawn: 1
Settled: 0
WSF won: 0
WSF lost: 0
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
20
ULTIMATE OUTCOMES
Employees are committed to the work they do and the goals of the organization
Successful, productive employees are retained
The state has the workforce breadth and depth needed for present and future success
Performance Measures
Employee survey ratings on “commitment”questions
Turnover rates and types
Turnover rate: key occupational categories
Workforce diversity profile
Retention measure (TBD)
Q3. I know how my work contributes to the goals of my agency.
Q12. I know how my agency measures its success.
Q9. I receive recognition for a job well done.
3%5% 12% 36% 42% 2%
11% 13% 21% 32% 20% 3%
11% 14% 24% 26% 22% 3%
4.1
3.4
3.3
Avg
Never Seldom Occasionally Usually Always
Employee Survey “Employee Commitment” Ratings
Action Steps:
WSF is currently reviewing and revamping its employee recognition programs, lead by the HQ Office HR Manager. We expect this will be completed by the end of the fiscal year
WSF has developed a “Labor/Employee Relations Strategy Framework” to spend more time/effort on non-adversarial/proactive activities. We believe this will help us sustain some of the successes we have had over the past 2+ years in grievances and unfair labor practice filings and labor relations climate. This may have a positive influence on the numbers, but is a continuous improvement process with no end date
In particular, the “Employee Relations”segment and the “Employee Communications” segment of the Labor /Employee Relations Strategy, headed up by the Line HR Rep for Vessel Maintenance & Preservation, and the Director of HR, respectively, are doing continuous improvement work that may improve these numbers
In short, we need to keep building on the success that we have had to sustain our positive momentum
Overall average score for Employee Commitment ratings: [XX]
Data as of 12/31/06Source: HQ HR Department
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
21
Turnover Rates FY 2007 to DateULTIMATE OUTCOMES
Employees are committed to the work they do and the goals of the organization
Successful, productive employees are retained
The state has the workforce breadth and depth needed for present and future success
Performance Measures
Employee survey ratings on “commitment” questions
Turnover rates and types
Turnover rate: key occupational categories
Workforce diversity profile
Retention measure (TBD)
Analysis:• Recovered information from HRMS and departmental ACCESS reports;
need to continue to analyze in more detail for specifics behind each category
• Note that anecdotally, we generally have a high concern on retirements and upcoming retirements; however, in this group, about double the number of employees resign or are dismissed, then retire
Action Steps:Task force being developed by HR Director to examine options, including financial aspects and legal issues of “on call” positions. If eventually move to a “guaranteed minimum hours of work” system, may help to reduce turnover by sustaining employees’ interest in their jobs and WSF. Goal to have recommendations and decisions made on any action plan by 12/31/07
Recent realignment of HR provides individual HR Reps for VesselMaintenance & Preservation, Terminals, and Deck, who are intimately involved in this year’s recruitment process. At the end of the recruiting season (end of summer), they will provide recommendations on therecruiting process, sourcing, screening, and initial retention. HR Director will assist Line HR Reps in developing statistical screening models to help them predict “applicant-to-hire” ratios by 09/01/07
There is no quantifiable data regarding the reliability and validity of most of our current screening methods for Merit 5 fleet employees. The Line HR Reps and the HRC-Recruiting have been assigned to review the screening devices for possible testing, with goal to identify areas to test before next recruiting season
Long-term workforce/manpower planning programs need to be developed on a greater and more in-depth scale. HR Director will work with Line HR Reps to develop models and train in analysis and methodology, so models may be utilized beginning in 2008, in particular addressing analysis of expected retirements over the next 10-15 years
Several segments of the “Labor/Employee Relations Framework” (e.g. “Employee Communications”, “Employee Relations”) lend themselves to a continuous improvement process in enhancing the employee relations climate. These are permanent efforts to be proactive rather than reactive
Data as of 12/31/06Source: HRMS, ACCESS Reports
3.79%
0%
5%
10%
15%
20%
25%
07/01/06 TO 12/31/06
WSF Merit 5 Turnover Leaving Agency (Merit 5)
3.79%1.77% 1.16% 0.49% 0.37%
0%
5%
10%
15%
20%
25%
07/01/06 TO 12/31/06Total Turnover Resignation RetirementDismissal RIF/Other To another agency
WSF Merit 5 Workforce
Turnover Breakdown
Washington State Department of Transportation (WSDOT) Washington State Ferries (WSF) -Merit 5
22
Workforce Diversity Profile(Permanent Employees Only)
ULTIMATE OUTCOMES
Employees are committed to the work they do and the goals of the organization
Successful, productive employees are retained
The state has the workforce breadth and depth needed for present and future success
Performance Measures
Employee survey ratings on “commitment” questions
Turnover rates and types
Turnover rate: key occupational categories
Workforce diversity profile
Retention measure (TBD)
Data as of 12/31/06 Source: HRMS, WSF OEO Office, WSF HR Department
Diversity Profile WSF MS5 StateWomen 24.9% 52.0%
Persons with disabilities 2.0% 5.2%
Vietnam Veterans 2.8% 7.3%
Disabled Veterans 0.5% 1.3%
Persons over 40 79.8% 73.1%
People of color 12.5% 17.6%
WSF Merit System 5
Caucasian87.3%
Asian/Pacific Islander
4.4% African American3.4%
Hispanic2.4%
Native American2.5%
Caucasian81%
Asian/Pacific Islander
6%
African American5.%
Hispanic4%
Native American2%
WA State Government
AnalysisAnecdotally, we believe that the number of employees who would self-identify as “disabled” is much higher with employees, currently, than when they were hired, which is the only time they had opportunity to self-identify. That said, most of the fleet positions do not correlate well with “Persons with Disabilities” or “Disabled Veterans”
Action StepsWork with OEO Representative and Fleet Line HR Reps to develop and execute a plan to allow employees to self-identify their current status as disabled, by 12/31/07
WSF has developed seven “Action Items” from its Affirmative Action Plan (AAP). The HR Director has assigned specific HR personnel to lead each action item, and is conducting quarterly meetings with the assigned personnel, OEO reps, and Line WSF management to evaluate progress. These will remain in affect until/unless next AAP identifies higher importance objectives